All information is placed into a document for the purpose of information management and future data access. A document can have text content only, else text and graphics content or just tables complete of data. Not everyone has access to certain documents because of the sensitivity of the information put into it. This is where the prospect of controlling and managing documents is required.
Documents in the form of information documents, text papers and PDF documents can be controlled by encryption technology. Encryption ensures that only those people who are empowered to view or change document content have access to it. When an encrypted document is accessed, there is a password request and the person accessing the document has to go into the right password to look into the papers contents. There are many access rights stated for viewing and separate ones for editing a document, so those who have access to view a document will not have access to edit it. Most often papers are put into a centralized location so that document access can happen quickly. This characterize also ensures that the numbers of lost or duplicate documents are reduced and that the efficiency with which documents are maintained is also increased.
Controlling and managing documents is a task that not only individuals have to carry out for their personal documents it needs to be implemented on a large extent in an organization, in every department, so that information confidentiality is maintained while sharing. without of paper control can rule to loss of vital data, data duplication, without of access to documents when they are most required and improper document management. It can also cause certain financial losses because vital information was not shared at the appropriate time.
Many organizations use a document control specialist for the purpose of document control. They manage electronic and written document and can also help employers to create new systems. Since they are responsible for maintaining the confidentiality of basic papers, they are required to be very organized. They have to implement procedures by which papers such as contracts, financial reports, test results, memorandums and personnel records are not accessed by unauthorized people. They should have a system in place by which those who have authorization to organization papers can access it as and when required. It is also necessary for them to set aside guidelines which everyone has to follow when viewing or editing documents.